OFFICE ADMIN COORDINATOR - CENTRAL OFFICE AND EQUITY OFFICE

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The Office Admin Coordinator for the Central Office and the Office of Equity
is a non-aligned, non-exempt/hourly position that will report to both the Director of Equity and Executive Assistant to the Superintendent. The ideal candidate will be flexible
and have a willingness to work in a collaborative team environment are necessary. Excellent customer service, computer, communication, and organizational skills are mandatory as well as an ability to multitask and work with a wide variety of individuals. Responsibilities include the oversight, and coordination of the general daily office operations while supporting the Director and key support staff. General duties include performing a wide variety of key administrative functions such as A/P, Paysheet: Time and Attendance support to the payroll office. May also assist in creating schedules, supporting budgets, greeting and communicating with staff and guests, and maintaining effective workflow in the office. May also take on many other duties regularly associated with office management, including filing, faxing, creating memos and reports, and performing other clerical duties.
The Essential Functions of this position include:
Coordinates and monitors various day-to-day administrative responsibilities.
Assists in the daily operations of the department.
Assists in the planning and issuing of daily work assignments; assists in monitoring the work in progress and checks completed work; reporting of time; assists staff with unusual or difficult tasks; assists with/ performance evaluation; brings special personnel problems to the attention of the supervisor.
Monitors the TimeClock System, facilitates corrections, edits as necessary.
Runs TimeClock reports by pay period for reporting and incorporation into the payroll processing.
Tracks employee records to assure proper and timely posting of benefit time.
Prepares and assigns budget codes to all purchase orders/invoices.
Orient all new hires as directed.
Coordinates various administrative and operational forms, records, reports, schedules, school testing, and other documents, ensuring timely and accurate completion of documents by other District personnel and/or outside individuals/organizations.
Organizes and maintains various general and specialized files and records, frequently involving cross-filing/cross-referencing.
Develops and maintains various logs and other manual record-keeping systems.
Compiles a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests by the supervisor.
Initiates and processes financial documents related to various bookkeeping functions such as operating budgets, capital budgets, state claims, special accounts, and the like; monitors financial activity; organizes and maintains financial records; collects and disburses funds; prepares related reports.
Serves as an assistant to the Director and key support staff in calendaring, scheduling of appointments, returning calls and emails in a confidential and professional manner.
Serves as administrative liaison with students, faculty, staff, key stakeholders, vendors, and/or other key department constituencies: explains policies and procedures; answers various questions; coordinates services; handles special requests.
Confers regularly with immediate supervisor, other departments, school and district personnel, and/or various outside individuals and organizations to plan and coordinate activities, exchange information, and resolve problems.
Develops and coordinates communications from building to the community and key stakeholders through newsletters, websites, email, social media, and automated phone systems.
Assists with general office administrative work: answering phones and performing reception duties; typing and printing correspondence, reports, etc.; ordering office supplies; maintaining appointment calendars; setting up meetings; photocopying; screening and distributing mail.
Participates in the interview and hiring process.
Uses discretion in handling confidential information and materials.
Performs other duties as assigned.
Office of Equity
Oversight and coordination of the general daily Office of Equity operations while supporting the Director and key support staff.
Performs a wide variety of key administrative functions such as assisting in creating schedules, greeting and communicating with staff and guests, and maintaining effective workflow in the office. May also take on many other duties regularly associated with office management, including filing, faxing, creating memos and reports, and performing other clerical duties.
Assists the Director of Equity in scheduling appointments, setting up zoom meetings, attending various meetings, and coordinating/distributing meeting minutes.
Supports the Restorative Practices and Positive Behavior Interventions/Support Coordinator, along with the Equity Instructional Leader.
Coordinates and organizes the Harassment, Hazing & Bullying training and revises Harassment, Hazing & Bullying letters as needed.
Liaisons between Designated Employees, Non-Discrimination Coordinators, and Title IX Specialists, and the Director of Equity.
Reviews all investigative reports generated by the various school to ensure compliance with the District's policies and procedures. Identified deficiencies through this review will be incorporated into future training.
Central Office
Assists in the daily operations of the Central Office.
Answers the main phone lines and routes inquiries and complaints, transferring as needed.
Greets all guests and directs as needed.
Serves as liaison for email and general correspondence, routing to the proper contact.
Receives and distributes U.S. mail, FedEx, UPS, and office supply deliveries.
Schedules the 1G Conference Room.
Orders supplies/paper as needed.
Supports the Executive Assistant with other duties as assigned.
The required education and experience of this position include:
Education
Minimum Required: Associate’s degree with four (4) years of office management experience or high school diploma or equivalent with eight years of office management experience.
Preferred: Bachelor’s degree in business or other appropriate disciplines.
Certification Preferred:
Experience:
Minimum of four (4) years of relevant clerical and administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired.
Broad base knowledge of general and specialized clerical and office management knowledge.
Good basic administrative and organizational skills.
Experience in organizing and maintaining moderately complex filing and records systems.
Preferred knowledge of Vermont’s Harassment, Hazing and Bullying procedures.
Previous experience with computerized information systems including but not limited to Google Applications, Microsoft Works, Word, and Excel.
Knowledge, Skills, And Abilities
: (please see bolded bullet)
Working knowledge:
Sufficient familiarity with the subject to know basic principles and terminology and to understand and solve simple problems.
General knowledge: Sufficient knowledge of a field to perform most work in normal situations. The work calls for comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.
Thorough knowledge:
Advanced knowledge of the subject matter. The work calls for sufficient comprehension of the subject area to solve unusual as well as common work problems, to be able to advise on technical matters, and to serve as a resource on the subject for others in the organization.
Comprehensive knowledge:
Requires complete mastery and understanding of the subject. This term should be used sparingly and only for unusually exacting or responsible positions required to originate hypotheses, concepts, or approaches.
List Specific Skills And/Or Abilities Required:
Ability to communicate courteously, efficiently, and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations.
Ability to effectively handle stressful situations and resolve conflicts.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of administrators, teachers, parents, students, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written or oral formats.
Preferred Qualifications:
College level accounting or bookkeeping experience helpful, QuickBooks helpful. Experience using e-Finance or Excel and/or Google Sheets preferred.
Equal Opportunity:
The **MEMBERS ONLY**SIGN UP NOW***. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Position Type:
Full-time
Equal Opportunity Employer
**MEMBERS ONLY**SIGN UP NOW***. is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws. Minority candidates are encouraged to apply.
Contact Information
Christopher Celotto
150 Colchester Avenue
Burlington, Vermont 05401
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Email:
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